Configuring Teams
Share project information securely with members of your organisation and supply chain.
Mackenzie Kerridge avatar
Written by Mackenzie Kerridge
Updated over a week ago

What is Teams?

Teams is designed for Administrators and Crunchwork managers to dictate which Users can access what applications and information within Crunchwork. We recommend that you can create Teams based on:

  • Role

  • Organisation

You can create Teams for users outside of your organisation, so that you can securely share project information to them. For example, if you would like your client to see updates on a project, you may create a Team for the client, then share the project to that Team.

How are Teams applied?

When you would like a Team to see information regarding a project, it is assumed that the Team will also need access to the projects relating assets, such as reports, invoices and quotes. To manage this access, click 'Teams' in the top right corner of your project, then select the available teams in the pop-up provided.

When you save, Crunchwork will then allow visibility to all users within this team to all assets to that chosen project, and any created for that project in the future. If you're not sure what the users will see, check the 'Assets' tab of the project first before assigning a new Team. Any new assets that you create for a job in the project will also inherit the Team assignment.

Teams for external users

Would you like to invite a client or subcontractor to view a single project in Crunchwork, but don't want them to see all of your data? You can do this by onboarding the external users, then creating a Team that can be linked to their related profile in either Accounts or Vendor Manager.

Teams for Accounts

Accounts are any organisation that you consider a client. Think of accounts as any profile that you need to invoice for work they have delegated to you, and they want to check the progress of their projects you're running on their behalf. These are the same accounts you add to each project in Pulse, like the 'Private' account in the image below.

When you create a project and assign an account, the project will immediately give access to the 'External Team' assigned to the account profile (configured in the Accounts app).

Teams for Vendors

Vendors are any third party that you delegate and share work with on a project, such as a subcontractor. Vendor profiles are important to keep updated, so that you know which vendors are the best to allocate work to. When you create an external job using our vendor allocation tool, the vendor you choose will automatically apply the Vendor's team to the external job. We recommend reading up on our Vendor Allocation tool for more information here.

Example of Teams with Analogies:

Think of Teams like this:

  • Crunchwork = Branch Building

  • Tenants = Building Floors

  • Teams = Keychain for the various levels of building access

  • The Branch manager (call them Michael) has a master key to the building, every floor (or Tenant), every room on those floors, and everything in each room (i.e lockboxes, safes, closets, etc)

  • A brand new employee (call them Kelly), will need much less access, so let’s assume they only need access to one floor (or one Tenant) and every room on that floor.

  • Somewhere in the middle, we have employees like Jim, Pam, Dwight, etc. who might need access to various floors, but not every floor necessarily, again depending on their role in the company.

    • For example, Jim and Pam work in a different department to Dwight and those two departments don’t usually crossover for business privacy reasons, but all three employees should both be able to access the Supplies floor.

    • On the Supplies floor, there might be a paper room, storage room, a computer room, etc, each of which Jim can access.

    • Pam can access the floor but not every room on the floor, for example she only has a key to the Paper and storage rooms.

Given this rough analogy example, I hope you can see that Teams is a powerful tool that offers a lot of flexibility to make nearly any configuration possible. How your business applies and arranges the Teams feature depends on how exactly your business is configured!

  • A possibly relevant situation we like to bring up is if for example you bring in external parties/vendors/contractors/etc to use Crunchwork, you might not want them to access the majority of internal information/ processes/ etc, but still want them to use the Crunchwork platform to complete work.

  • For this situation, we can create a Team for this external group, which will have limited permissions, such as being Read-Only for Jobs, Read-and-Write access for Report Writer and access to Virtual Assist.

  • Meanwhile, a Manager/ Supervisor team would be able to access/view/edit everything they’re doing, in addition to all other accessibility.

If you have any questions, please reach out to

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